Conference Services Coordinator - Chicago, United States - Williams Lea

Williams Lea

Verified Company

Chicago, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Williams Lea is hiring for a Conference Services Associate for our Chicago office to work Monday to Friday 8:00 am to 5:00 pm

Pay:
$20.00/hour

Benefits:

Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
401k Retirement Savings Plan Including Employer Match
Paid Time Off (PTO)
Life Insurance
Paid Parental Leave
Shortterm & Longterm Disability
Healthcare & Dependent Care Flexible Spending Accounts
Domestic Partner Coverage
Commuter Benefits
Legal Assistance
Employee Assistance Program (EAP)
Additional Employee Perks and Discounts

The Conference Service Associate (CSA) ensures the seamless planning and coordination of meetings, conferences and other events.

The CSA serves as the main concierge for all meetings, conferences, and events and acts as the single escalation point for all vendors and end users.

Job Duties

(* denotes an "essential function")

Coordination of a wide range of services for meetings which have been booked, including Audio Visual and other IT requirements, food and beverage requests, conference room setups, signage, distribution of materials, etc. Includes delegation of work assignments/tasks to the Hospitality Associates to ensure department deadlines are achieved.
Quickly identify booking conflicts or potential booking conflicts and suggest solutions.
Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.
Produce daily report of all comprehensive meetings in order to document events and share detailed information with all involved departments.
Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.
Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
Manage all postconference/debrief feedback sessions with the client and relevant members of the operations staff so as to obtain firsthand comments on certain complex, critical and/or large scale events.
Assist in stocking conference rooms with office supplies (pads, pens, pencils, staplers, tape,etc)
Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings.
Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings.
Conduct site inspections to ensure pristine condition and escalate maintenance issues.

Job qualifications

High School diploma or equivalent
Minimum (2) years experience with conference planning experience in a corporate or conference center environment
Good knowledge of conference center reservation systems
Excellent organization skills with the ability to prioritize tasks and multitask efficiently
Excellent oral and written communication skills
Exceptional client service skills to exceed expectations
Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint)
Punctual, dependable and dedicated to achieving operational excellence
Discreet, ethical and committed to maintaining a high degree of confidentiality
Maintain a consistently professional approach, with a willingness to take ownership and responsibility

Who we are:
In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We're always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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